Communication with other ICT users using email Revision Notes

Email is a method of exchanging digital messages over the internet or other computer networks. It allows users to send text messages and attach files such as documents, images, or spreadsheets.

Key features include: carbon copy (cc), which sends a copy of the email to additional recipients visible to all; blind carbon copy (bcc), which sends copies to recipients without revealing their addresses to others; forwarding, which allows a user to send a received email to new recipients; and attachments, which enable sending files alongside the message.

For example, a manager might send a report to a team member and cc their supervisor to keep them informed. Using bcc is useful when sending a newsletter to many recipients without exposing their email addresses to each other.

• Cc: visible additional recipients, useful for keeping others informed.
• Bcc: hidden recipients, protects privacy in mass emails.
• Forwarding: sharing received emails with others, often with added comments.
• Attachments: sending files with emails, supporting various formats like PDF or JPEG.

Using suitable language in emails is essential to convey messages clearly and professionally. This includes correct grammar, polite tone, and avoiding slang or overly casual expressions in formal contexts.

Netiquette refers to the accepted etiquette rules for online communication. In emails, this means using clear subject lines, greeting recipients properly, structuring the message logically, and closing politely.

For instance, starting an email with 'Dear Mr Smith' and ending with 'Kind regards' is appropriate in business communication. Avoiding all caps or excessive punctuation helps prevent misunderstandings or appearing aggressive.

• Use polite, clear, and concise language.
• Include a relevant subject line summarising the email content.
• Structure emails with greetings, body, and closing.
• Avoid slang, jargon, and emoticons in formal emails.

Many organisations have policies governing email use to protect sensitive information and maintain professionalism. These guidelines may restrict personal use, require encryption for confidential data, or specify monitoring practices.

Following these rules helps prevent data breaches and ensures emails represent the organisation appropriately. For example, an employer might prohibit sending company data to personal email accounts or require disclaimers in external emails.

Employees should familiarise themselves with their organisation's email policy to avoid disciplinary action and support security measures.

• Policies may limit personal email use during work hours.
• Confidential information must be handled securely.
• Emails may be monitored for compliance and security.
• Disclaimers or signatures might be mandatory in official emails.

Email is vulnerable to security threats such as spam, phishing, and malware. Spam emails are unsolicited messages often sent in bulk, which can clutter inboxes and sometimes contain harmful links or attachments.

Phishing emails attempt to deceive recipients into revealing personal information by pretending to be trustworthy sources. Malware can be delivered via infected attachments or links, potentially damaging devices or stealing data.

To reduce risks, users should avoid opening suspicious emails or attachments, use spam filters, and keep software updated. For example, not clicking on a link claiming to be from a bank without verifying its authenticity helps prevent phishing attacks.

• Spam: unwanted bulk emails, often advertising or scams.
• Phishing: fraudulent emails aiming to steal sensitive data.
• Malware: malicious software spread through email attachments or links.
• Use spam filters and be cautious with unknown senders.

Email groups allow sending messages to multiple recipients efficiently. Using cc and bcc fields helps control who sees the recipient list, which is important for privacy and clarity.

Cc is suitable when all recipients should be aware of who else received the email, such as in team updates. Bcc is preferred when sending to large groups who do not know each other, preventing exposure of email addresses.

Forwarding emails lets users share information received with others, often adding context or comments. However, forwarding sensitive information without permission can breach privacy or security policies.

• Email groups simplify sending to multiple contacts.
• Cc shows all recipients; bcc hides recipient addresses.
• Forwarding shares received emails but requires caution.
• Respect privacy and organisational rules when managing recipients.